Meeting MINUTES
July 22, 2015
7:00 p.m. – 8:30 p.m. / Mission:
St. Edith School “teaches as Jesus did” with love, care, and discipline, centering on the Eucharist, and focusing on students: our gifts and our future.

Purpose:

/ 1.  To promote the ideals of Catholic education by fostering a better understanding of parental responsibilities in the spiritual and educational development of our children.
2.  Enhance the quality of education at St. Edith School by raising funds for school supplies, programs, or equipment that fall outside of the school projected budget.
3.  Foster positive relationships and school involvement among parents, students, and the community.
4.  Maintain and enhance open communication among parents, teachers, and school faculty and administration.

Attendees

/ Present: Mrs. Katie VanKoughnet, Mrs. Kellie Schone, Mrs. Janet Godin, Mrs. Mary Beth Morand, Mrs. Renee Billotto, Mrs. Christina Mood, and Mrs. Georgene Wojciechowski
Absent: Mrs. Nicole Paterni, Mrs. Colleen Endress, Fr. Jim McNulty
Time / Agenda Item/Topic / Name / Follow up/Action
7:00 – 7:05 / Meeting Called to Order
Opening Prayer
Approval of past Meeting Minutes / Katie VanKoughnet
Mrs. Wojciechowski
All / ·  Past meeting minutes approved and posted
7:05 – 7:10 / Principal Remarks / Mrs. Wojciechowski / ·  Remaining Smart boards have been installed.
·  Wi-Fi installation is ongoing (with Maintenance to absorb cost).
·  School e-mail addresses are being converted from webmail to G-mail.
·  SEPA will have an email as well.
·  Rob Vincent (Tech Committee) is working on expanding size of mailboxes for principal & staff.
·  School website is continuously being updated by Mrs. Debra Beaman.
·  Teacher info has been added to school website.
·  A 1st grade teacher has been offered a position, however no signed contract is in place. Mrs. Wojciechowski to update at next meeting.
·  Terry Fields and Rob Vincent are exploring the utilization of Google calendar with regards to scheduling of school related matters/events.
·  Mrs. Wojcichowski stated that she has requested that all classrooms be painted. Maintenance has agreed to absorb cost. At next meeting, she will update board as to what classrooms/school rooms have been painted.
·  School playscape needs to be re-mulched before upcoming school year.
7:10 – 7:15 / Treasurer Report / Nicole Paterni / Katie / ·  No new items to report.
·  Upcoming expenditures: Fashion Show & Raffle.
7:15 – 7:45 / Old Business
·  Bylaw Amendment approval
·  2015-2016 Budget Review & approval
·  Event Updates
·  SCRIP update
·  Website Update / Katie / Kellie
Katie
All
Katie
Kellie/Katie / ·  Bylaw Amendments reviewed.
·  Changes to Bylaws-
1.  Article II, Section B and Article III will be changed to state “St. Edith Catholic School.”
2.  Article III will be changed to state that “the SEPA Executive Board will also consist of a past president advisor (with no voting privileges).”
3.  Article V, Section B will be changed to add “subject to approval of Pastor.”
4.  Article IX, Section E will be changed to state that a quorum shall be “4 of the 7” members of the Governing Board.
5.  Article X, Section 2, Subsection C will be changed to state: “One representative for each Standing Committee shall be appointed by the President and report to the executive board.”
6.  Article XII, Section 4 shall state: “All SEPA funds received shall be counted with two people present, each initialing receipt. All SEPA funds received shall be counted first by the SEPA Treasurer and then by the Parish.”
7.  Article XII, Section 5 shall state: “The Governing Board may approve routine expenses less than $200 upon submission of a request for funds under $200 from the Governing Board for approval. A SEPA Funds Form must be submitted.” SEPA Funds Form attached herein.
8.  Article XII, Section 7 will be changed to add Pastor as an authorized signer.
·  Bylaw Amendments unanimously approved.
·  Live document to be sent to SEPA Governing board by Mrs. VanKoughnet or Mrs. Schone (attached herein).
·  2015-2016 SEPA budget discussed.
1.  $110 Advent Tea tickets for staff discussed. Mrs. Van Koughnet to discuss possibility of Parish to “comp” tickets with Mrs. Misiak. SEPA Board discussed covering the cost for the staff to attend.
2.  $450 profit from Jump Rope For Heart to be used in purchasing recess items for classrooms/playground. Mrs. Wojcichowski to investigate potential items for purchase.
3.  SEPA members to suggest potential recess items for purchase at next meeting (soccer net, balls, jump ropes, etc).
4.  Each classroom is to have a $110 SEPA allotment for said recess items.
·  Budget unanimously approved.
·  Dr. Ray has been booked (Oct 6) to speak with parents in the Fall. The cost is being shared with parish.
·  Plan is in place for a Spring parent speaker. Although none have been booked, Mrs. Morand will investigate an idea she has for a possible speaker.
·  Fashion Show update given by Mrs. VanKoughnet.
1.  Ticket prices will be increased by $5. Drinks will be included with price increase.
2.  Clothing sponsors are still needed.
3.  Event lay-out will be changed to create better flow and to allow for additional tables.
4.  40% of profits will be used for library upgrades.
5.  Mrs. VanKoughnet to update as needed.
·  Mrs. VanKoughnet updated board regarding Scrip.
1.  Mrs. Stubbe is working on inventory control. The 2015-16 school year will start with only Busch's inventory.
2.  On-line orders will be promoted (same % given, same day service). All cards not purchased online will be fulfilled by Tuesday of the following week.
3.  Mrs. Stubbe will have $300 of Busch’s Scrip on hand.
·  Mrs. VanKoughnet updated SEPA board on upgrades of school website.
1.  Work has begun on the SEPA page.
2.  Parent page is currently being updated.
7:45 – 8:20 / New Business
·  Tech Update/IPad approval
·  DOVE process
·  Newsletter Process / timing
·  SEPA Storage
·  Dine to Donate
·  Christmas event / Katie/All
Mary Beth Morand
Christina/Katie
Katie
Katie
Katie / ·  11 iPads were approved for purchase.
1.  3 iPads (with cover) will be purchased by CYO (2) & Boy Scouts (1). iPads will be in place before the start of school.
2.  SEPA funded $3235 of the 8 remaining iPads. iPads will be in place before the start of school.
·  Mrs. Morand spoke on the Dove program.
1.  She has compiled a database of the125 registered families.
2.  Each SEPA event coordinator will be given a Dove hours form (within their SEPA event folder) and will be responsible for having each volunteer sign said form. Then, the form will be forwarded to Mrs. Morand (who will be in charge of master Dove hour list).
3.  Mrs. Morand presented a Dove Program Parent Volunteer Activities List. Each family will be required to fulfill the requirement of 10 Dove hours (5 Dove hours for single parents). The following events/activities will be added to the list:
a.  AWIM
b.  Science/Robotics/Lego
c.  Fashion Show
d.  Kindergarten Graduation
e.  Eighth Grade Graduation
f.  Boy/Girl Scout Leader
g.  SEPA Movie Night
4.  Craft Show will be eliminated as an activity on the list.
5.  Holiday Shop will be changed to “Christmas Shop.”
6.  Cookies and Cocoa with Santa will be changed to Breakfast with Santa.
·  Mrs. Morand will modify Doves Program Parent Volunteer Activities List and include it in the next SEPA Newsletter.
·  Mrs. Mood will send out the SEPA Newsletter monthly and "Eagle Updates" on a bi-weekly basis.
·  SEPA storage closet has been acquired. All property of SEPA shall be stored in this secure location, located off the back wall of the Parish Hall.
·  An inventory of all SEPA property will be created and stored with SEPA board. Items will be signed in and out with each use.
·  The key for the SEPA storage closet will be retained by SEPA President, Mrs. VanKoughnet and by head of maintenance department, Mr. Bill Kelley.
·  Dine to Donate will take place monthly. Various restaurants have already agreed to participate.
8:20 – 8:25 / Open Discussion
·  Phone calls to new families / All / ·  All new families have been contacted by phone and/or email.
8:25 – 8:30 / Closing Prayer / Mrs. Wojciechowski
Parking Lot / Future Agenda Item / Name / Follow up/Action
Recess items purchased with $450 from Jump Rope For Heart.
Playscape Mulch
Painting of Classrooms
List of Families / Mrs. Wojciechowski
Spring parent speaker needs to be booked
Catalog/Inventory of SEPA items needs to be made for storage closet, as well as sign in/out sheet.
Helping Hands are still needed for Christmas Shop, Hot Lunch, etc.
Template for report of standing committee reports needs to be created.
Tech Committee update?

Page 1 of 7